Scheduling Procedures

R.I.C.S.

1. Select the appropriate scheduling office.

2. Ask scheduler for any other major conflicting event(s).

3. Provide type of event, name, date, complete account number, contact person, time, suggested location, number of people and if alcohol will be served.

4. Know the requirements needed to support the event. Examples for service departments to finalize planning through the scheduler are:

a. Dining Services The University does not permit outside caterers. Served or buffet meal

b. Physical Plant Podium and/or simple microphone set-up Facility "as is" or specific special arrangement Additional tables and chairs, risers, electrical needs

c. Learning Spaces Overhead projection, TV's VCR's, slide projectors, computer needs

d. Performance Services Major sound system and/or special lighting

e. Public Safety Officer(s) needed, roads closed, spaces reserved

5. Procedures

a. Reservations are not confirmed until requirements are met, including signatures and approvals from service departments.

b. Service departments reserve the right to refuse an event, depending on the nature of the event and the timing.

c. Event budget may be charged for services rendered.

d. The sponsoring group will be responsible for any damages incurred and/or for excessive clean-up.

e. The confirmation form should be brought with you to event in case of questions.

6. Academic Classes and Support

a. All academic classes and support are scheduled only through the Office of Calendar and Scheduling.

b. Potential academic space takes priority and may not be scheduled prior to the semester and before drop and add.

Most spaces in the Elaine Langone Center and all non-traditional spaces may be scheduled.

7. Finals Period

The scheduling of all events that students might participate in stops at midnight on the Tuesday the day before the reading and finals period after the last day of class. Exceptions are made through the Office of the Dean of Arts and Sciences.

8. Cancellation

a. Notify the appropriate scheduling office of any cancellation or changes immediately.

b. Notify the switchboard of any cancellation or changes if timing permits.

c. Failure to notify the scheduling office of a cancellation may result in charges or future denials of requests. Various service departments may have specific cancellation policies, including fines.

d. Food orders must be canceled by requestor directly to Dining Services. Failure to do so may result in cancellation charges.

9. The University reserves the right to make amendments to this policy when it is deemed appropriate.